Request for Proposal: Website Design and Development
Titan Logix Corp. is accepting proposals to provide maintenance to the Company’s current website while designing and developing a new website. This will be a concept to completion production. The purpose of this RFP is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria against which they will be judged.
The existing Titan Logix Corp. web site was originally designed and produced in 2007 and has been periodically modified for maintenance purposes since then. The site is maintained with in-house resources.
2. Proposal Guidelines and Requirements
This is an open and competitive process.
Proposals received after 12:00pm/noon MDT, May 11 2012 will not be considered and will be returned unopened.
The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal.
If you wish to submit multiple solutions, please do so.
The price you quote should be inclusive. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees.
If the execution of work to be performed by your company requires the hiring of sub-contractors you must clearly state this in your proposal. Sub-contractors must be identified and the work they will perform must be defined. In your proposal please provide the name and address of the sub-contractor. Titan Logix Corp. will not refuse a proposal based upon the use of sub-contractors; however we retain the right to refuse the sub-contractors you have selected.
Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations.
3. Contract Terms
Titan Logix Corp. will negotiate contract terms upon selection. All contracts are subject to review by Titan Logix Corp. legal counsel, and a project will be awarded upon signing of an agreement or contract, which outlines terms such as deliverables, scope, budget and other necessary items.
4. Purpose, Description, and Objectives
Titan Logix Corp. currently has a web presence that is somewhat outdated in appearance, structure and in the presentation of content. An opportunity exists to re-design and re-develop the site to better serve our customers, and incorporate the latest web technology. This design should reflect Titan Logix Corp.’s current corporate strategy, and have the capacity to evolve with future strategic goals over the next three to five years.
Upon completion of the development of the site, Titan Logix Corp. will assume full responsibility for web site content maintenance and administration. All content, coding and graphics will become the sole property of Titan Logix Corp.
The goal of this project is to create a clean, efficient site that is easily updatable and allows our customers to quickly and simply locate the information they require. The site should be built using an open-source content management system that is suitable to a corporate site, is easy to use, and allows for maximum control of the site by in-house staff. At this time, blogging tools such as WordPress have been ruled inadequate for our purpose.
The site will be arranged in sections such as Products, Downloads, About Us, News and Events, Careers, etc. Each section will have its own set of page templates, which all tie in to the overall design of the website.
There will also be a Customer Portal, through which customers will be able to see information pertaining specifically to them.
This initial development of the website should be flexible enough to allow for features to be added at a later date. Future features include online order taking, e-commerce, embedded videos, and data exchange with Salesforce.com which enables a map with a branch locater feature, and the collection of data about users. Additionally, at a later date, customers should be able to use the Customer Portal to access data through a private labeled third-party product.
After development, Titan Logix Corp. will have charge of updates and additions to the site.
To be effective, our web site must be:
- Easy and intuitive
- Visually pleasing
- Safe and secure
- Quick to load and operate
Compatible with popular browsers, including older and more recent versions of Google Chrome, Firefox, and Internet Explorer.
Accessible and useable by mobile devices, such as iPhone, Blackberry, iPad, Android devices, etc.
Our primary Internet objective is to continue to build brand identity, awareness, and interest in the organization and the services it provides while allowing customers and potential customers to easily and quickly access the information they require.
- Build customer loyalty and enhance customer relationships
- Present comprehensive information and resources in an easy to use format
- Make it easy – Redesign the site to deliver intuitive navigation, an improved graphical user interface, and easy-to-find content organization.
- Increase market share
- Attract qualified and diverse staff
- Integrate brand messaging
- Deliver a consistent image
- This RFP is dated April 17 2012. Proposers may also request a copy be sent via mail by contacting Ellen Howell at email@example.com.
- Proposals are due no later than 12:00pm/noon MDT on Wednesday, May 9 2012.
- Proposals will be evaluated immediately thereafter. During this time we may require interviews at our office with our evaluation team on or about May 28 2012. You will be notified if this is requested.
- The name of the candidate firm who has been selected will be decided no later than June 1 2012.
- Negotiations will begin immediately with the successful candidate and should conclude no later than June 8 2012.
- All other candidates will be notified by June 13 2012.
- Engagement work complete and web site live – deliverable date to be determined during negotiations.
- An estimated timeline and completion date for the project should be included in your proposal.
This project is expected to be completed in three Phases, as follows:
- Phase I: Discovery, Requirements Planning & Site Definition
- Phase II: Site Development, Testing and Deployment
- Phase III: Training and Site Population
Phase I of the project must be completed and delivered by July 20 2012.
6. Background of Organization
Titan Logix Corp. is a high technology company specializing in Research and Development, manufacturing, and marketing of advanced technology fluid management solutions, particularly for use in mobile tanker applications. The Company's Guided Wave Radar solutions are currently used in the oil and gas, waste collection and aviation industries. These technologies and their derivatives under development are applicable to a variety of additional markets which Titan plans to enter at the appropriate time.
The products we manufacture are part of a complete asset management solution. This is captured by our slogan, "Advanced Technology Fluid Management Solutions – In the Field, On the Road, In the Office"™.
Our mission is to be the global market share leader in advanced mobile tank level measurement, control, and asset management.
Our primary audience is our customers and potential customers. Most come to the site looking for information resources for our products. This information must be easy to find. These customers consist of original equipment manufacturers, dealers, end users, and repair shops.
Other audiences include the investment community (including brokers, analysts, and investors) and, to a lesser extent, job seekers.
8. Scope and Guidelines
The scope of this project is to rebuild Titan Logix Corp.’s website on an open-source CMS that is flexible and easy to use, allows for maximum control of the site by in-house staff, and is easily adapted to managing a corporate website (at this time, blogging tools such as WordPress have been ruled inadequate for our use). Titan Logix Corp.’s in-house marketing department will create/provide all of the site copy and photography. A firm that can handle all site planning, interface design, production, and training, as well as provide maintenance to the current site, is required.
Confirm audiences, objectives, graphic look and feel, navigation, site marketing, technology issues and assumptions, required functionality, phasing, and budgetary constraints, resulting in a creative brief.
Web site information architecture, graphic look and feel, user navigation, home page and main navigation templates for each of the main navigation links.
The web site designed by the successful candidate must meet the following criteria:
- The site must be created using an open-source CMS that enables easy maintenance of a corporate website and allows in-house staff to have maximum control over changes to the site (blogging software such as WordPress has been determined inadequate for our needs). At minimal, Titan Logix Corp. staff should be able to add or remove pages, reorganize drop-down menus, and change or remove content.
- Visually Appealing – The site must have an attractive mix of text and graphics.
- Common Theme – Each section of the site should have a common look and feel. The Titan Logix Corp. logo and basic contact information should be prominently displayed on every page as a common header.
- Consistent Design – As stated above, each section of the site should have a common look and feel. The use of photographs, fonts and layouts should be consistent throughout the site.
- Easy to Navigate – The site should be easy to navigate. Information should be grouped and presented in a logical manner and require no more than three levels of "drill down" for the user to find the desired information.
- Development of web pages to accommodate the proposed navigation scheme; this scheme includes using a menu on the left side of the page to navigate through sections.
- Provide necessary software and licenses to maintain site internally or externally, as decided by Titan Logix Corp.
- Gather e-mail, areas of interest and demographic information from visitors in a format that permits Titan Logix Corp. to maintain a single database of users and e-mail each according to their area of interest and profile. This process should be established in such a way as to allow eventual integration with Salesforce.com.
- Project Management – An assigned project manager will be made available to present information and coordinate with Titan Logix Corp. staff, including a reasonable number of meetings to present design and development solutions.
- Once the web site has been completed and accepted by Titan Logix Corp., the web site design and all of its contents, software and architecture become property of Titan Logix Corp.
Titan Logix Corp. encourages creativity in the proposals submitted; however there are certain requirements for the web site project. Your proposal must account for all of these requirements.
- The website must contain the following features:
- Search capabilities using key words or phrasing that will identify content throughout the site. A Google-powered search tool is currently being considered.
- Customer Portal with log-in
- Ability to interface and exchange information with Salesforce.com
- Ability to add links to social media such as Twitter, Facebook, and LinkedIn
- Site must be compatible with Google Chrome, Mozilla Firefox, and Internet Explorer
- Web site must not require plug-ins as a default.
- Fast Loading Pages – The web site must be designed with a balance of text and graphics such that each page loads in eight (8) seconds or less on the average device.
- Website must be useable on mobile devices
Testing of site on all applicable platforms to ensure web site works as promised. Explain testing plan through development process (i.e. focus groups, etc.).
Delivery and uploading of site to client for internal hosting, to an outside third party, or hosting by consultant (to be determined).
Implementation of tracking software to produce user defined site log reports. Current thinking is to employ Google Analytics, however, other solutions are welcome for suggestion. Any solution should at least be able to track the following:
- Web traffic analysis
- Path analysis
- Visitor trends
- Page views
- Entry pages
- Top pages
- Exit pages
- Page – length of stay
- Technical analysis: browsers and platforms
9. Available Technology Resources and Integration Issues
- We will use much of our existing web content.
- Provisions should be put in place to ensure that information can be shared between the website and Salesforce.com in the future.
- Provisions should be put in place to ensure that an e-commerce system can be run on the site in the future.
10. Staff Resources
Titan Logix Corp. has assigned the following staff resources to this project:
Ellen Howell, Marketing Assistant – Primary Contact/Project Manager
Nicole Medeiros, Marketing Supervisor – Secondary Contact
Ron Willis, Product/Marketing Manager
Sabreena Bauer, Business Systems Manager
Jennifer Dawson-Moran, Marketing Coordinator
- List the five web sites your firm has produced that best reflect your work and relevancy to this project. Briefly list the role your firm played in each project. The URL should be submitted. Only sites that are live will qualify during evaluation.
- Provide current reference information for three former or current clients.
- Briefly describe your firm’s organizational capacity to produce our web site (e.g. staff, equipment, software, physical space, office location, etc.).
- Provide a company profile, length of time in business and core competencies.
- Briefly describe the percentage of your web staff that would end up working on this project relative to your entire staff (using full time equivalents). For example, if you would use five staff on the project and you have ten web designers and developers, the percentage would be 50%.
- What type of team will be assigned to this project? What will each person’s role be? Please include a brief background summary for each key staff member assigned to this project.
- Briefly describe your firm’s project management process.
- Please discuss any planned IPOs, mergers or acquisitions.
- Please discuss any hardware/software vendor partnerships.
- Please discuss your testing and support plan.
- Please explain your service level agreement (SLA) structure.
- Time frame for completion. The time frame for completion of the project will be evaluated. In addition, time frames will be part of the contractual agreement; therefore, a realistic time frame for completion is requested.
- Terms and conditions.
12. Evaluation Criteria
Three (3) hard copies and a digital copy of your proposal must be received no later than 12:00pm/noon MDT on Wednesday, May 9 2012. Your proposal must include a cost proposal as described above. All costs associated with the delivery of the project should be presented in a flat rate, fee for service format.
Deliver proposals to the attention of:
Titan Logix Corp
4130 93 St
Edmonton AB T6E 5P5
and by email to Ellen Howell at firstname.lastname@example.org. Business hours are 8:00am – 4:30pm.
Proposals that meet the mandatory requirements, as stated above, will be evaluated with the following weights given to the criteria below:
20 Points - Suitability of the Proposal – the proposed solution meets the needs and criteria set forth in the RFP.
17 Points - Expertise in recommending and communicating appropriate technical and aesthetic solutions as evidenced by the proposal and references.
13 Points - Value/Pricing Structure and Price Levels – The price is commensurate with the value offered by the proposer.
10 Points - Aesthetic Capabilities – Prior work demonstrates artistic and innovative, user friendly interfaces that are easily navigated and engage customers
10 Points - Depth and Breadth of Staff – The candidate firm has appropriate staff to develop the site in the time frame needed.
10 Points - Content Management System of choice – Titan Logix Corp. requires an easy-to-use CMS that allows simple in-house maintenance of most aspects of the site (drop-down menus, add or remove pages, change content, etc.).
7 Points - Demonstrated commitment to high service level agreements (SLA).
7 Points - Candidate Experience – Candidate has successfully completed similar projects and has the qualifications necessary to undertake this project.
6 Points - Proposal Presentation – The information is presented in a clear, logical manner and is well organized.
13. Format for Proposals
Please use the following as a guideline to format your proposal:
Length and Font Size:
Please use fonts no smaller than 10 point. Maximum proposal length including title page, cover letter, proposal, qualifications and budget should not exceed 35 pages (not including Hosting Attachment information).
Titan Logix Corp., Web Site Development Proposal, your company name, address, web site address, telephone number, fax number, e-mail address and primary contact person.
Signed by the person or persons authorized to sign on behalf of the company (1-2 pages).
Discuss your proposed solution, including the features, benefits and uniqueness of your solution. You should also touch on your ability to deliver the project in the timeframe noted in Section 5 (3-10 pages).
Provide the information requested in Section 12 (10-20 pages).
Budget and Fees:
List budgets as requested above. Identify staff you anticipate working on the project and their hourly rates for work that may be needed for Phase I and Phase II.
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